Note: Complete the steps on the Payroll Direct Deposit Setup Checklist in order to utilize the Direct Deposit Prenotification option. A check cycle does not have to be started in order to create the prenotification file to submit to your bank for testing.
From the Payroll screen, select the Options menu, Direct Deposit Options, and then Direct Deposit Prenotification.
Enter the ID of the direct deposit header record to use in the Direct Deposit Header Record ID field. If the ID is not known, click the down-arrow button to select the correct one.
Enter the date the file is created in the File Creation Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The current date will appear as the default, but can be changed to a future date.
Note: Contact your bank to determine how many days in advance to create the file before an actual check cycle. Plan on 10 to 30 days in advance.
Enter the date the transactions will be processed in the Effective Entry Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The current date will appear as the default, but can be changed to a future date.
Note: Contact the bank to determine what date should be entered here.
Enter the description for the direct deposit in the Company Entry Description field. The description can be alphanumeric and up to 10 characters long. The default of PAYROLL will appear, but can be changed.
In the File Name field, enter the correct path (drive and folders) and file name for the direct deposit prenotification file, or click the Search button to select the correct path. The name and location specified the last time the direct deposit prenotification file was created will appear as the default, but can be changed.
Enter the correct 1-digit modifier code for the direct deposit file in the File ID Modifier field. The code entered the last time the direct deposit prenotification file was created will appear, but can be changed. Typically, the file modifier code is A.
Select the Uppercase All Fields field if your bank requires that the information included in the direct deposit prenotification file be in all uppercase letters. A checkmark will appear in the box if this field is selected.
The information for the specified direct deposit header record appears in the Direct Deposit Header Records List. If the direct deposit header record is defined with the Enable Editing on File Creation field selected in the Direct Deposit Header Record File, the Company Identification field (column) can be changed as needed.
The employees and payees who are set up for direct deposit appear in the Employees and Payees List, with each of their active direct deposit account numbers listed. Select which direct deposit items for the employees and payees to include in the direct deposit prenotification file. To select an item, click once on the box under the Selected column to the left of the desired item. A checkmark will appear in the box if the item is selected. To select all the items, click the Select All button located above the Employees and Payees List.
Tip: If multiple direct deposit header records are defined, use the Checking Account ID field (column) in the Employees and Payees List to filter for only the applicable employees for the selected direct deposit header record (and checking account), based on the employee's default checking account.
If applicable, the direct deposit debit records that are tied to a checking account with a default check setup specified for printing direct deposit stubs in Payroll appear in the Debit Record Checking Accounts List. Select the debit records to include in the direct deposit prenotification file. To select a debit record, click once on the box under the Selected column to the left of the desired record. A checkmark will appear in the box if the debit record is selected. To select all the debit records, click the Select All button located above the Debit Record Checking Accounts List.
Click the Execute button to create the direct deposit prenotification file in the specified location.
As the file is being created, a box for Results will appear in the lower left corner of the screen listing the total number of entries included in the file.
A message will appear after the file has been created; click OK.